Fleet Service Advisor

Delivery-Mates; Upper Heyford; On-site; GBP 21,000 - 26,000; Full time

Benefits offered by this job

28 days holiday

Workplace pension

On-site parking

Training on hire/workshop systems

Job summary

Delivery Mates is seeking a customer-facing receptionist at our Heyford Park site. You will hand over vehicles, manage bookings, and handle walk-in queries for servicing, repairs, or bodyshop work. You will also prepare hire agreements, update records, and assist with light finance tasks.

Ideal candidates have experience at a service desk or rental reception, strong communication skills, and the ability to work under time pressure. Interviews are held on-site at Heyford Park.

Qualifications

• Customer-facing experience in reception or service desk.
• Calm and confident with people, face to face and on the phone.
• Accurate with paperwork under time pressure.
• Comfortable with email, spreadsheets and booking systems.
• Right to work in the UK.

Responsibilities

• Prepare hire agreements.
• Hand vehicles over and receive them back: walk-around inspection, fuel and mileage, condition report with photos.
• Report damage and defects to the workshop before a vehicle goes back out.
• Take service, repair and bodyshop enquiries and book them into the diary.
• Raise job cards and get customer approval before any extra work starts.
• Keep customers updated on progress, cost and collection times.
• Greet walk-in customers, quote for work where you can, and handle complaints.
• Keep hire, job card and vehicle records accurate and up to date.
• Support with small finance tasks from time to time, such as bookkeeping and supplier payments.

Skills

Customer-facing experience

Excellent communication

Accurate paperwork

Spreadsheets & email

Tools

Booking systems

MS Excel

Job description

You are the first person customers meet at Delivery Mates' Heyford Park site: handing vans over to drivers, and dealing with walk-in customers who want servicing, repairs or bodyshop work. Half hire desk, half service reception, with agreements and handovers on one side and bookings and job cards on the other.

Key responsibilities

• Prepare hire agreements.
• Hand vehicles over and receive them back: walk-around inspection, fuel and mileage, condition report with photos.
• Report damage and defects to the workshop before a vehicle goes back out.
• Take service, repair and bodyshop enquiries and book them into the diary.
• Raise job cards and get customer approval before any extra work starts.
• Keep customers updated on progress, cost and collection times.
• Greet walk-in customers, quote for work where you can, and handle complaints.
• Keep hire, job card and vehicle records accurate and up to date.
• Support with small finance tasks from time to time, such as bookkeeping and supplier payments.

Hours and location

• Building 259, Heyford Park, Upper Heyford, Bicester, Oxfordshire, OX25 5HA.
• 40 hours per week, Monday to Friday 08:00–17:00, with Saturday mornings on a rota 08:00–15:00
• Permanent, full-time.

Interviews will be held at our Heyford Park site.

Delivery Mates is an equal opportunities employer.

We welcome applications from all backgrounds and will make reasonable adjustments to the recruitment process on request.

Essential

• Customer-facing experience, ideally on a reception, rental or service desk.
• Calm and confident with people, face to face and on the phone.
• Accurate with paperwork under time pressure.
• Comfortable with email, spreadsheets and booking systems.
• Right to work in the UK.

Desirable

• Background in vehicle rental, dealership service or a bodyshop, in an admin or customer service role.
• Experience with job card or garage management software.
• Full UK driving licence and able to move vans around the site.
• Experience working for a vehicle rental or hire company.
• Confident working with data: keeping records accurate and pulling simple reports from spreadsheets and booking systems.

• 28 days' holiday including bank holidays.
• Workplace pension.
• On-site parking.
• Training on our hire and workshop systems.